MINUTES OF THE 2ND REGULAR MEETING
OF THE DOWNTOWN PORT PERRY BIA
HELD TUESDAY, FEBRUARY 12, 2008 AT 6:00 P.M.
IN THE SCUGOG VISITOR & BUSINESS CENTRE
PRESENT:
Chair Stewart Bennett
Members Dana Smith Michelle Belair
Lana Crosbie Terri Venner
Christy Stone-Curry
Susan Clearwater
Julie Brock
ALSO PRESENT:
General Manager Kenna Kozak
President, Scugog Chamber of Tony Janssen
Commerce
Steve Kreider
Bill Minors
ABSENT:
Council Representative Georgia Brock
Note: Marilyn Youmans – resigned Jan 31, 2008.
1. CALL TO ORDER
The Chair called the meeting to order at 6:00 p.m.
2. DISCLOSURE OF PECUNIARY INTEREST
No member made a disclosure of pecuniary interest in any of the following matters or
3. ADOPTION OF THE MINUTES
i Minutes of the 1st Regular Meeting of the Downtown Port Perry BIA held January 8, 2007
RESOLUTION NO: 08- 005
Moved by: Lana Crosbie
Seconded by: Dana Smith
THAT the Minutes of the 1st Regular Meeting of the Downtown Port Perry BIA held January 8, 2008 be approved.
Carried
4. BUSINESS ARISING OUT OF THE MINUTES
Nil
5. DEPUTATIONS
Nil
6. REPORTS
i. President’s Report - Stewart Bennett
There are many issues facing the board next year and that is one of the reasons that I postponed the AGM until March.
We recently became aware of the fact that there will be no funds coming to the BIA from any negotiations with Walmart. These negotiations are being handled by the Downtown Strategy Group headed by Mayor Pearce. I feel strongly that we took the right approach in battling the west end development even though we were led to believe that our silence would be rewarded. We will need a strong powerful strategy to limit loss of business when they arrive.
The Mayor is also working on a fall festival for October which means that we have to re-assess our original plan to have ours in late September. Our commitment to this new venture must be discussed further.
I have been meeting with the president of our Chamber of Commerce and we both feel that we have to work closer together on many areas of concern. These areas include the new tourist office, events for the upcoming years and business in general. Many of our BIA members are also Chamber members.
RESOLUTION NO: 08- 006
Moved by: Terri Venner
Seconded by: Michelle Belair
THAT the President’s report for February 2008 be accepted
Carried
ii. Advertising Report – Lana Crosbie
Makeover My Mom contest:
Taalwood is working on an event for that Special Mom out there “Makeover My Mom Contest”. People will be encouraged through advertising media to enter a “Special Mom” into the contest by providing a photograph and a written story as to why the person nominated should win the Mom Makeover. The Makeover process would include many members of our BIA for clothing, jewellery, make-up, hair etc. Taalwood is looking to have CTV as a media sponsor. Many more details to follow, we are hoping to start the promoting of this event in February and run it until Mother’s Day.
New Events:
Tastes of Queen / Gates Open/Savor Durham (All in one Fall Festival):
We are moving forward with the Fall Festival. We have applied for a grant, under “Tastes of Queen”. Thanks to everyone who provided information for the application, a special thanks to Kenna for getting it all together in a short period of time. The Taste of Queen will run in co-operation with Gates Open/Farmers market and Savor Durham. We are going to work with the Township and Keri King from the Region to co-ordinate this event weekend. If you would like to help with this event please call Kenna. More details to come.
2008 Date: October 3, 4 & 5
Please share your thoughts and ideas on any of our advertising efforts as well as our events. One way to be successful is to work together as a team. We all have the same motivation, which is to be successful in our business and bring people into our beautiful town and give them an experience they will never forget.
Proposed 2008 Dates
Event Date Committee Chair
Ladies Night April 24, 2008 Christy Stone-Curry
Moonlight Madness June 26, 2008 Dana Smith
Movie Night August 21, 2008 Lana Crosbie
Rain date August 25, 2008
Falll Festival Oct 3, 4 &5 to be confirmed
Candlelight Walk November 21, 2008 Terri Venner
Note: changed to a Friday night
Marcia Wood – media tracker
§ overview of the Media Tracker information for the 2008 year.
§ “Make over mom” contest is on track and there are some new “buy-one get one free” advertising co-op with radio stations which will give us the ability to put ads into March locally and in Durham region.
§ Contest will close on the 18th of April with selection on the 25th and presentation of winner for Mother’s day!
§ Co-op program for merchants is active again for the 2008
§ Toronto Star has just modified Zone 8 coverage which will include all of Port Hope and Cobourg
§ Month of Aug BIA will be advertising with Chex during the Olympic scheduling. Olympics should have an increased viewer ship overall.
§ Production for commercials will be happening on site in downtown Port Perry. No “canned” materials will be used for this production. New fresh material.
RESOLUTION NO: 08- 007
Moved by: Dana Smith
Seconded by: Michelle Belair
THAT the Advertising report be received for Information.
Carried
iv. Treasurer’s Report – Michelle Belair
An outline of what is needed in area development is required to correlate with the budgeted allocation. The outline of the Budget is ready to go for presentation at the AGM.
RESOLUTION NO: 08- 008
Moved by: Lana Crosbie
Seconded by: Dana Smith
THAT the Operating Capital from the BIA Levy needs to increased to $20,000 for the 2008 budget allocation.
Carried
RESOLUTION NO: 08- 009
Moved by: Terri Venner
Seconded by: Julie Brock
THAT the Treasurer’s report be Received for Information.
Carried
v. Area Development – Dana Smith
§ John Sellars is to implement the refurbishing of existing benches by April. He has also asked Jamie to get us a full count of benches and banners.
§ Jamie has been assigned to putting up the banners as soon as possible.
§ Township staff received a quote for painting the lamp posts black. Unfortunately the costs were much more than anticipated and the project has been put on hold. The costs were $800 per bench for taking it down, sandblasting the post and reinstalling it. We are looking into other alternatives with less cost.
§ Cost to individuals regarding the Township staff watering their flower baskets –TBA.
§ New lights for Christmas light up and on all buildings will be needed as the lights need to be changed out to LED’s .
Downtown Task Force update:
§ The Task Force received no opposition to Scugog having the main central area as a Heritage District. They are planning to proceed.
§ Downtown Task Force may end after ED committee is formed.
§ The proposed financial contribution coming from Smart Centres will NOT go directly to the BIA. The money will be dispersed by the new ED committee. The Mayor has assured us that the money will be spent on Downtown initiatives i.e. façade program, streetscapes, building and signage improvements, tax incentives etc.
RESOLUTION NO: 08- 010
Moved by: Michelle Belair
Seconded by: Susan Clearwater
THAT the Area Development report be Received for Information.
Carried
RESOLUTION NO: 08- 011
Moved by: Lana Crosbie
Seconded by: Dana Smith
THAT the BIA approve, in principle, the Heritage Preservation mandate, but all inclusion and exclusions must be reviewed as the process of the Heritage Preservation act is brought to forward.
Carried
7. CORRESPONDENCE
Nil
8. OTHER MATTERS
i. Tony Janssen – President, Scugog Chamber
Mr. Janssen spoke of the hope and the need to partner with the BIA in order to have a better impact in the running of the events that the Chamber facilitates, and that there is a need to an increase the volunteer base and funding to help run the events. The Chamber knows the value of these events to the residents and visitors of Scugog but the Chamber takes a loss every year running both events. The funding in place to date is not enough to maintain these two events with increasing costs for items like Fireworks, licensing, permits etc.
As the Chamber takes the lead on running the SVBC office, it has noticed that the groups involved are out-growing the office space. Now that all the meetings are being held on site used of the space has increased with not only the BIA and Chamber meetings but Centre meetings and SCA meetings etc.
(The BIA has agreed to help the Chamber with volunteer resources for the running of the events but that their budget is fairly restrictive to help financially at this time)
RESOLUTION NO: 08- 012
Moved by: Lana Crosbie
Seconded by: Julie Brock
THAT the BIA agrees to support the Chamber with volunteers for the running of Canada Day and the Santa Claus parade.
Carried
9. NEXT MEETING
AGM to be held on March 11th at Francesco’s at 6 pm, with coupons again this year. Looking at nominating the Business of the Year award again for the BIA.
10. ADJOURNMENT - 8:30 pm
PRESIDENT, Stewart Bennett
SECRETARY, Brigitta McLeod
